Document control is critical to organisational efficiency and compliance in today’s fast-paced, information-driven world. A document controller is central to this process— a vital position responsible for managing the integrity, accessibility, and security of essential documents and records.
Here we’ll discuss a detailed overview of the document controller job description, enabling candidates to align themselves and land the job of their dreams.
Role and Responsibilities of a Document Controller
Some major document controller responsibilities include typing contracts, archiving files, and ensuring all team members can access necessary documentation.
For candidates applying, here’s a low-down of some relevant document controller responsibilities:
Managing Document Control Systems and Processes
Managing document control systems and processes is essential for a document controller to ensure the efficient organisation, accessibility, and security of documents.
Typical responsibilities of a document controller include:
- Implementing and maintaining document control procedures
- Establishing and updating document control databases
- Ensuring compliance with document management standards and regulations.
Document Control and Organisation
Document control and organisation ensures that the documents are systematically managed, labelled, and stored – allowing for easy retrieval, version control, and maintenance of accurate records.
Here are some related responsibilities outlined in the document controller job description:
- Receiving, reviewing, and distributing incoming documents
- Classifying and indexing documents for easy retrieval
- Monitoring document revisions and maintaining version control
Quality Control and Assurance
Ensuring the accuracy and compliance of documents to maintain high standards is the role of a document controller, which includes:
- Performing quality checks on documents to ensure accuracy and completeness
- Resolving discrepancies or issues related to document content or formatting
- Collaborating with stakeholders to address document-related concerns
Document Retrieval and Archiving
Document retrieval and archiving are core responsibilities of a document controller, ensuring that documents are accurately stored and easily accessible.
Some of the primary responsibilities involve:
- Retrieving requested documents and information for internal and external stakeholders
- Establishing document retention schedules and managing archiving processes
- Ensuring proper disposal of outdated documents
Collaboration & Communication
Collaboration and communication are essential aspects of a document controller’s role that include the following responsibilities:
- Coordinating with project teams, departments, and external parties to facilitate document exchange
- Providing support and training to users on document management systems
- Maintaining effective communication channels to address document-related queries or issues
Qualifications Required for Becoming a Document Controller
The ideal document controller qualification requires an individual to have prior experience in reviewing technical documents and the ability to identify errors.
The qualifications of a Document Controller can vary depending on the industry and company requirements.
However, here are some common qualifications and credentials that are often sought after for this role:
- Diploma: High school diploma is typically the minimum requirement, while a relevant associate’s or bachelor’s degree can be preferred
- Certifications: Obtaining certifications related to document control, such as ISO 9001:2015 Lead Auditor or Certified Information Professional (CIP), can enhance qualifications.
- Experience: Previous experience in document control or related fields, such as administration or records management, is often preferred.
- Technical knowledge: Familiarity with electronic document control tools like Microsoft SharePoint, Documentum, or OpenText is advantageous.
- Skills: Advanced skills in Microsoft Office applications, particularly Word and Excel, are often required.
While it’s important to highlight the necessary skills and qualifications, it’s advisable only to offer a short list that might discourage qualified candidates from applying.
Requirements and Skills of a Document Controller
A document controller ensures that information flows smoothly and documents are easily accessible to relevant stakeholders when needed.
Here are some necessary document controller skills for candidates:
Organisational Skills
Document controllers manage large volumes of documents, maintain proper filing systems, and ensure easy retrieval and access to information.
Having efficient organisational skills helps them establish systematic document filing systems, maintain version control, retrieve information efficiently, and meet deadlines.
Communication Skills
Most document controller job descriptions outline communication skills as a necessity for the job. As a document controller, candidates will need to provide clear instructions, address queries and communicate document-related changes to relevant stakeholders.
Having good communication skills ensures clear understanding, while facilitating smoother collaboration and coordination around document control-related activities.
Technical Proficiency
Navigating complex software functionalities, troubleshooting technical issues, and effectively utilising technology to manage, organise, and control documents add to the technical proficiency of a document controller.
Knowledge of Microsoft Office applications, such as Word, Excel, and PowerPoint, is amongst the prominent skills for a document controller.
Quality Orientation
Document controllers must commit to maintaining document quality and ensuring compliance with established standards and procedures. Focusing on quality helps them maintain high standards, follow document control procedures and deliver error-free documentation.
Under quality orientation and control, candidates must ensure that documents are reliable and meet the required standards.
Confidentiality and Integrity
Document controllers often handle sensitive and confidential information. Maintaining confidentiality protects proprietary data, client information, and business secrets.
Upholding integrity ensures that documents are accurate, reliable, and free of unauthorised modifications. This further adds to the credibility of the process.
Problem-Solving Skills
Document controllers may encounter challenges or issues related to document control processes.
Problem-solving skills help to tackle document-related challenges, improve processes, troubleshoot technical issues, ensure compliance, and make informed decisions.
Adaptability and Flexibility
Adaptability and flexibility are essential for document controllers due to the dynamic nature of their work. They must handle changing priorities, evolving document requirements, and varying project demands.
Being adaptable allows them to adjust quickly and embrace new technologies or processes.
What is the Average Salary of a Document Controller?
Where Can Candidates Find Document Controller Jobs?
Document controllers are commonly employed in aviation, nuclear and power plants, oil and gas, mining, renewable energy, construction, rail, infrastructure apart from companies in the pharmaceutical and architecture industries.
Here’s how candidates can find these document controller jobs:
- Check online job portals like Foundit, LinkedIn, and Glassdoor.
- Visit company websites and browse their career pages.
- Network on platforms like LinkedIn and connect with professionals in the field.
- Contact recruitment agencies specialising in administrative or document control roles.
- Scan local classifieds in newspapers or online platforms.
- Utilise social media platforms to join communities and follow relevant accounts.
Final Thoughts on Document Controller Job Role
So this is everything a candidate needs to know about the different components of a document controller job description.
Document controllers always take cognisance of adjustments to details, monitoring options, and offering relevant reasoning. They recognise the need to adapt and grab brand-new opportunities to continue providing the assistance required for task shipment and info tracking.
Having had a detailed overview of the same, we hope that this quick guide will be useful for aspiring professionals to grow and succeed in their careers.
FAQs on Document Controller Job Responsibilities
Q1. What are the Document Controller’s Duties and Responsibilities?
A document controller manages the organisation, scanning, uploading, and securely storing business documents.
They ensure timely access to files for different departments, maintain document flow, and prioritise security and accuracy throughout the document lifecycle – including secure disposal when necessary.
Most of these responsibilities are outlined in the document controller job description companies release while hiring for open positions.
Q2. What Are Some Skills Necessary to Succeed As a Document Controller?
A competent document controller possesses strong organisational skills and is well-versed in document management systems like SharePoint, DocuWare Cloud, and Rubex. They should also have fast typing abilities and impeccable attention to detail.
Q3. Who Can Be a Document Controller?
Anyone with strong organisational skills and knowledge of document management systems can be a document controller.
A background in administration, records management, or document control is also beneficial.
Q4. Is the Document Controller a Clerk?
A document controller is not necessarily a clerk. While their responsibilities may be similar, a document controller typically has a more specialised role focused on managing and organising documents within a business or organisation.
Q5. Is Document Controller a Good Career?
Yes, document control can be a rewarding career choice for individuals with strong organisational skills and attention to detail.
It offers opportunities for growth and advancement within various industries.
Related Articles:
